Leasing Administrator

Description

Summary: The Leasing Manager is responsible for supporting the administration, review, and management of facility and vehicle leases, while also serving as a key corporate resource for insurance coordination, risk management documentation, and certificates of insurance. This position partners with internal teams, landlords, vendors, and insurance contacts to ensure accurate records, timely payments, effective issue resolution, and alignment with business needs. 

Responsibilities: 

• Manage the identification, evaluation, and selection of real estate opportunities that align with operational requirements and long-term strategic goals, including assessing site suitability, cost considerations, and business impact. 
• Review, interpret, and help administer lease agreements, amendments, estoppels, notices, and related documents, while coordinating with landlords, property managers, internal departments, and external partners to resolve lease, billing, and property-related matters. 
• Administer the company’s facility and vehicle lease portfolio, including maintaining accurate records, tracking critical dates, supporting renewals and amendments, and identifying portfolio opportunities that align with operational and business needs. 
• Review, validate, and process rent, common area maintenance charges, insurance payments, and other lease- or risk-related expenses in accordance with agreement terms, company procedures, and documentation requirements. 
• Maintain insurance and vendor certification records, including agreements, amendments, certificates of insurance, correspondence, reports, and supporting documentation to ensure information is complete, accurate, organized, and readily accessible. 
• Utilize Visual Lease and other company systems to support portfolio administration, document management, reporting, payment review, critical-date tracking, and management inquiries. 
• Serve as a corporate resource for insurance and vendor certification matters by coordinating certificate requests, maintaining risk management documentation, following up on missing or expired records, and supporting vendor onboarding and compliance requirements. 
• Manage the organization’s incident process by coordinating with internal teams, company personnel, driver safety, and third-party insurance carriers to document, communicate, evaluate, and resolve incidents involving company vehicles, buildings, property, employees, drivers, and related business operations. 
• Occasional overnight travel may be required, up to 10%-20%. 
• Perform other duties and special projects as assigned in support of departmental and organizational objectives. 

Requirements

Qualifications:  

• Bachelor’s degree in Business Administration, Real Estate, Finance, or a related field strongly preferred. 
• Five or more years of real estate, lease administration, property management, or related experience required. 
• Working knowledge of commercial insurance programs, certificates of insurance, vendor certification, or risk management processes preferred. 
• Excellent communication, organizational, analytical, and problem-solving skills. 

Job Knowledge, Skills and Abilities: 

Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint, with the ability to prepare reports, manage project information, and communicate effectively through written documentation and presentations. 

• Ability to prioritize work effectively and perform successfully in a fast-paced, changing environment while maintaining responsiveness, accuracy, and follow-through. 
• Strong attention to detail with the ability to identify issues, maintain accurate records, and ensure tasks and projects are completed thoroughly. 
• Highly organized with the ability to manage multiple projects, deadlines, and competing priorities in a structured and efficient manner. 
• Ability to quickly build trust and establish professional relationships with internal and external customers through responsive communication, sound judgment, and a strong service-oriented approach.

 Benefits: At The Bay Family of Companies, we believe in taking care of our employees. We offer a comprehensive and competitive benefits package designed to support the health and well-being of our employees & their families. 

- Health benefits to include medical, dental and vision insurance. A wellness program with incentives. 

- Financial security with a 401(k) with a generous company match, a Health Savings Account option, and life & disability insurance for unexpected events. 

- Work-Life balance supported by a generous amount of paid time off and holidays to recharge.

- Additional perks include employee discounts, company events and recognition programs.

***This employment advertisement is not applicable to individuals who reside in the states of California or Colorado.***